Job Description

1. MAINTAINS CALENDAR AND SCHEDULE: Arrange meetings providing notification to participants and attendees. Prepares and distributes agenda in advance of meeting. Serves as recording secretary. Prepares and distributes minutes. Provides follow-up when necessary. Reserves rooms for meetings, arranging for room set-up and equipment as necessary. Maintains a current and accurate membership list of assigned committees. Maintains records of meetings. Handles all travel arrangements as required.
2. PREPARES CORRESPONDANCE FOR DEPARTMENT CLINICAL HEAD: Drafts letters, reports, manuscripts, statistical data and memoranda as required. Prioritizes in order to meet deadlines when applicable. Maintains a list of manuscripts in process, updating and editing as necessary. Prepares/drafts correspondence for department clinical head. Develops reports, creating and modifying programs to meet the needs of department. Assists with special projects, compiling materials for submission or distribution and responding to various agencies as required.
3. PROVIDES FRONT DESK SUPPORT: Receives visitors and telephone callers, determining needs, prioritizing urgency and providing referral to appropriate individual. Takes accurate messages and keeps department head and/or Director aware of calls that need to be returned. Reviews, sorts and distributes mail as appropriate. Maintains organized filing system to facilitate retrieval of chart and materials, assuring confidentiality of patient and employee information as well as other sensitive material.
4. RESPONSIBLE FOR DAY-TO-DAY OPERATION OF THE OFFICE: Maintains office supplies and equipment to maximize efficiency and maintain good stewardship of resources. Exercises initiative, judgment and knowledge within the scope of responsibilities of administrative, procedural and managerial details in day-to-day activity of the department. Supervises office support staff, providing regular feedback regarding performance in addition to completing annual performance reviews and in coordination with Executive Director and Human Resources, issuing disciplinary action when required. Acts as liaison to Executive Council, Directors, employees and others to communicate messages, schedule meetings and disseminate information.
5. SURGICAL SCHEDULING AS REQUIRED BY DEPARTMENT: Assumes full responsibility for contacting patients to schedule surgeries. Using McKesson or other organizational practice management software, schedules pre-surgical tests and ensures availability of results and other records to the surgeon. Follows-up with patient the day/night before surgery to ensure timely arrival. Schedules post-surgical appointments as necessary.
6. TRACKS TIME AND EXPENSES: Tracks expenses for clinical head. When necessary, tracks expenses and logs to be sent to external funding sources. Collects and maintains timelogs for physician and employees. Generates bills to outside entities when appropriate. Processes check requests consistent with organizational policy as required. Reconciles and processes monthly expenses.

Qualifications

• 2 year / Associate’s Degree (Preferred)
• Combination of relevant education and experience may be considered in lieu of degree.
• Non Degree Program (Preferred)
• Vocational / Technical Degree (Preferred)
• 2 - 4 years Administrative/clerical support for mid- to upper-level management, preferably in a healthcare setting (Required)
• 2 - 4 years Proven ability to use independent judgement and function autonomously (Required)
• 2 - 4 years Working knowledge of medical terminology (Preferred)

Additional Information

All your information will be kept confidential according to EEO guidelines.

Compensation:

• Pay Range: $21.5-$30.12
• Other Compensation (if applicable):
• Review the 2025-2026 UMMS Benefits Guide

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